Healthcare Compliance Company
Healthcare Compliance Company reduced operating time by 90% through HubSpot implementation
Background
Hubs Used
Marketing
Content
Client
Healthcare Compliance Company
Industry
Healthcare Compliance
Company Size
2-10 Employees
Location
United States
Background
In order to maintain anonymity in their competitive industry, the client has requested their business name and identifiable brand elements be redacted from the content. When "Healthcare Compliance Company" is mentioned, that is in reference to the client.
Healthcare Compliance Company provides regulatory updates, calendar alerts, and compliance documents to hundreds of professionals across the United States via email and a secure client portal. As their subscriber base and service offerings grew, limitations in their existing WordPress and Constant Contact setup created friction, inefficiencies, and inconsistent communications.
The Challenge
As the Healthcare Compliance Company scaled, their legacy systems became a bottleneck rather than a foundation. With critical updates being sent to regulated industries daily, precision and speed were paramount, but difficult to maintain with their outdated tech stack. The inefficiencies not only impacted client satisfaction but also strained internal efficiencies, triggering the need for an overhaul.
Lack of Email Deliverability
Due to the nature of the compliance industry and their audience utilizing enhanced email security measures, the Healthcare Compliance Company had hundreds of recipients unable to receive their daily compliance updates due to firewall issues with Constant Contact. In many cases, the firm has to manually resend emails through Outlook, doubling their workload and introducing risk.
We just had to maintain these people in Outlook. That was a huge lift and unsustainable.
- Healthcare Compliance Company Point of Contact
No Ability for State-Specific Preferences
All of the contacts in their lists received updates for every state, regardless of relevancy to them. Their subscribers wanted the ability to filter content by the states they specifically manage. To deliver that functionality within Constant Contact would have have meant sending individual emails per state, limiting their ability to maintain a daily update cadence.
Un-centralized Content Management
Calendars, PDF links, and email content were all being independently updates in multiple systems. This invited errors and took up hours of valuable admin time from the Healthcare Compliance Company's team.
Lack of Modernized Portal User Experience
Their previous customer portal was live but difficult to navigate and manage. It lacked search capabilities, intuitive structure, and user-specific customization. Content updates by the Healthcare Compliance Company's team were manual, time-consuming, and often inconsistent.
We decided to work with HubSpot and Blue Frog after doing our due diligence on the best platform to replace our current suite of website, membership, email marketing, and database platforms. We were met with a lot of offers to custom develop out needs from the ground up, but after determining HubSpot would meet out needs and identifying Blue Frog as our implementation partner, we felt confident that we could use an out-of-the-box solution customized to our needs. HubSpot continuously updates their back-end technology which was an important selection factor. We didn't want to have to constantly re-evaluate whether a custom solution had fallen behind the curve.
- Healthcare Compliance Company Point of Contact
The culmination of outdated tools, growing subscriber demands, and daily operational strain reached a tipping point. Faced with mounting manual work and limited scalability, the company knew they needed a platform that could centralize content, enable personalization, and streamline internal processes; setting the stage for a strategic transformation.
The Solution
The Healthcare Compliance Company partnered with Blue Frog to transform their outdated tools into a dynamic digital experience powered by HubSpot. The firm needed to overcome email deliverability issues, personalize client communications by state, and eliminate redundant content management. Blue Frog delivered a modern, scalable solution that improved internal processes, streamlined new user onboarding, and dramatically enhanced the client experience.
Dynamic State Preferences with HubDB Table
To eliminate redundant updates and ensure consistent content across platforms, Blue Frog developed custom HubDB tables that act as the centralized content engine for both the marketing email content and the client portal content.
Subscribers previously received updates for all 50 states, even when irrelevant to their needs. This not only led to frustration but also reduced engagement and caused email fatigue. Blue Frog configured a scalable HubDB table structure where each row represents a unique regulatory update, tagged with data like state, category, and resource type.
HubDB Tables Created for Data Management
We recommended storing the information that the Healthcare Compliance Company wanted to display in the emails and client portal within HubDB tables as it allowed them to input the information one time, in one unified place, that was then accessible to the other assets. It kept everything cohesive and manageable for them long term.
Jillian Streit | Blue Frog Director of Research & Training
State Preference Form to Control Content Displayed
Subscribers can now indicate their state preference via a HubSpot form, which stores requests as values in custom properties on their contact record. These state preferences are then used to dynamically filter which rows the subscribers see in the portal and what content is displayed in the emails they receive each day.
How the Preference Form Controls Content Displayed
Now, a single update in the HubDB table will automatically populate the correct content in both emails and the portal, personalized to each subscriber's preferences. This drastically streamlines the Healthcare Compliance Company's daily process and reduced the risks of incorrect data updates they previously experienced.
CMS & Portal Migration to HubSpot
To improve usability, modernize the user experience, and eliminate disconnected management between systems, Blue Frog rebuilt both the website and the client portal for the Healthcare Compliance Company on HubSpot's Content Hub.
Their previous website and portal were difficult to manage, visually outdated, and disconnected from email and contact workflows. The portal lacked intuitive navigation, scalability, and state-specific filtering capabilities.
Blue Frog strategically recreated their public-facing website and secure client portal within Content Hub, reflecting a more modern brand presence and personalized portal resource pages for all 50 states, filtered calendars, and clean navigation logic.
Client Portal Login Experience
Key features of the client portal include:
State Specific Pages
Filterable Calendar of Events
Portal Search Results
Memberships to Control Portal Access
Through the use of Memberships, the Healthcare Compliance Company can easily control who has access to the client portal.
Now, website viewers and portal users experience a faster, more relevant experience, while internal teams can update content in a fraction of the time, with greater consistency and far less risk of error.
Streamlined Onboarding Processes
To reduce the burden of manual user management and deliver a faster onboarding experience for new clients, Blue Frog re-engineered the process using HubSpot Memberships and automation.
Previously, onboarding a single new subscriber could take the Healthcare Compliance Company over an hour and required actions across multiple systems. This delayed access to important updates and created inconsistencies in user setup.
Blue Frog created a HubSpot based onboarding process that captures user details via form, assigns the appropriate state-level access upon submission, and automatically sends welcome emails with login instructions and subscription preferences based on list memberships controlling a contact being added to the appropriate Membership.
The process is now nearly instantaneous, taking 3-5 minutes to complete per new user. It offers full traceability, avoids manual user bottlenecks, and provides immediate access to the portal and personalized communications for new subscribers.
Operational Efficiency
To streamline internal workflows, reduce duplication, and enable scalable processes, Blue Frog consolidated the client's core communication and content tools within HubSpot.
Previously, maintaining updates across Constant Contact, WordPress, and internal spreadsheets created duplicate work and frequent inconsistencies. It also made reporting on performance and segmentation nearly impossible.
To solve this challenge, Blue Frog configured a single content operations system within HubSpot for the Healthcare Compliance Company that unites emails, web content, subscription data, and reporting dashboards cohesively. Contact activity is automatically logged, categorized, and segmented by engagement status.
The fact that everything - from the portal to the website to the emails - is dynamically pulled is huge!
- Healthcare Compliance Company Point of Contact
The Healthcare Compliance Company now executes daily updates from a single platform with minimal lift, can easily identify inactive users for follow-ups, and has clear visibility into who is receiving and interacting with content.
Blue Frog's goal is to make sure that the client can maintain their own environment after they are done with implementation which was a key goal of ours. Blue Frog spent the time on the front end to truly understand our business needs which is absolutely critical in getting it right when it comes to selecting and implementing new software. They gave us a clear project plan with key dates for the whole team to work back from. What has come out of this relationship is a total upgrade to our client offerings as well as a reduction in the amount of daily work for the team with some of the automations and custom email templates that Blue Frog has developed for us within HubSpot.
- Healthcare Compliance Company Point of Contact
Blue Frog's approach wasn't just about implementing HubSpot - it was about architecting a sustainable system that would scale with the Healthcare Compliance Company's growth. By replacing disconnected tools with a unified, dynamic content engine and modern portal experience, they eliminated risk-prone manual processes and empowered their internal team to manage operations independently. The transformation laid the groundwork for scalable efficiency, personalization at scale, and a better client experience across every touchpoint.
1
Hour per day saved in email creation
6x
Faster in onboarding new subscribers
90%
Reduction in time spent managing content
99.9%
Email deliverability rate to subscribers
90%
of subscribers adopted state-preference capabilities
The Results
The transition to HubSpot brought immediate and measurable benefits across the Healthcare Compliance Company's operations, client engagement, and internal team efficiency.
Email Operations Completed in Fraction of the Time
The company saves 1 hour per day just on email creation and delivery by leveraging HubDB-driven dynamic content, client engagement, and internal team efficiency.
Onboarding New Subscribers 6x Faster
The new onboarding workflow now takes just 3-5 minutes per user, compared to the previous 1-1.5 hours when manually done. With 5-7 new subscribes onboarded weekly on average, the time savings compound quickly.
90% Reduction in Time Spent Updating Content
The implementation reduced time spent managing and duplicating content across the portal, email, and spreadsheets by an estimated 90%, significantly lowering the risk of human error as well.
Improved Email Deliverability
Hundreds of previously unreachable recipients are now successfully receiving email communications thanks to the improved sender reputation and domain alignment built into the HubSpot email infrastructure. This saves the Healthcare Compliance Company team hours of time they previously spent re-sending daily email communications.
90% Adoption of State Preferences
Over 90% over subscribers have now selected their state preferences, enabling relevant, targeted communications and driving stronger engagement across emails and portal interactions.
These operational and experience level improvements created a ripple effect; empowering the Healthcare Compliance Company's internal team, enhancing subscriber trust, and enabling them to serve a growing user base without increasing manual overhead.
The Future
Following the success of the initial implementation, the Healthcare Compliance Company is already preparing for the next phase of digital transformation. Building upon their HubDB infrastructure and advanced segmentation, they are exploring new features that will deepen personalization and expand the value of their compliance portal.
Drug-Level Filtering
To further build upon the customizations in communication they offer, the Healthcare Compliance Company is looking forward to adding in drug-level filtering using similar HubDB table functionality for deeper search capabilities in their portal. This would allow their subscribers to access a searchable database where they can filter by Preferred Drug level content. With the groundwork already in place, they are setup for a seamless expansion.
Predictive Communications
With all the engagement data, state preferences, and subscription logic centralized in HubSpot, the Healthcare Compliance Company can now build on their segmentation capabilities by layering on behavior-based workflows, personalized nurture paths, and contact scoring models to improve relevant communications and retention over time.
We are so happy with our initial experience with Blue Frog that we have entered into Phase 2 of work with them to evaluate our suite of offerings even more. Our team looks forward to keeping Blue Frog as a partner for years to come!
- Healthcare Compliance Company Point of Contact
What started as a platform migration has evolved into a long-term partnership focused on innovation. With HubSpot at the center of their tech stack and Blue Frog as their trusted advisor, the Healthcare Compliance Company is positioned to continue modernizing their offerings and delivering unmatched value to their subscribers.
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